Project Proposal Instructions
A. General Information – Basic information that identifies the project.
Project Title – The proper name used to identify this project.
Project Working Title – The working name or acronym used to identify the project. If an acronym is used, define the specific meaning of each letter.
Proponent Secretary – The Secretary to whom the proponent agency is assigned or the Secretary that is sponsoring a particular enterprise project.
Proponent Agency – The agency that will be responsible for the management of the project.
Prepared by – The person(s) preparing this document.
Date Prepared – The date this document is initially prepared.
Answer the following questions with a Yes or No and provide a brief response as appropriate.
Is this an updated Project Proposal Document? If yes, what is the reason for this
Is this a follow-on to a previous project? If yes, what is the project name and date of
Will the project deliverable(s) replace a current asset or group of assets? If yes,
what is being replaced?
Is the Project Initiation Phase efforts funded? If yes, what is the amount of funding?
Is the Project Planning Phase efforts funded? If yes, what is the amount of funding?
Points of Contact – List those principal individuals that may be contacted for information regarding this project in the initiation phase. Provide the title, name, organization, phone number, and email address of the following individuals:
Project Sponsor - An individual, usually part of the organization management team,
who makes the business case for the project. This individual usually has the authority
to define project goals, secure resources, and resolve organizational and priority
Program Manager – The individual responsible for the management and coordination
of a group of related projects that will include the project being proposed.
Project Manager (Designee) - The individual appointed and given responsibility for
management of the project.
Proponent Cabinet Secretary - The appointed secretary to whom the agency
responsible for the project is assigned.
Proponent Agency Head – The appointed head of the agency responsible for the
Customer (User) Representative(s) – Someone designated to represent the ultimate
users of a product or service.
Other – Any person, not listed above, who may be contacted about this project.
B. Project Purpose - The purpose of the project is to solve a business problem. Explain the business reason(s) for doing this project. This section describes the business problem,
Project Proposal Instructions
business impacts, business objectives, and the constraints associated with the proposed project. If the Project Analysis Worksheet was completed for this project, the Project Purpose (Section B) from the worksheet provides information to support completion of this section.
1. Business Problem - A question, issue, or situation, pertaining to the business, which
needs to be answered or resolved. State in specific terms what problem or issue this
project will resolve. The business problem is often reflected as a critical business
issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.
2. Project Business Objectives – A desired result produced by a project that answers or
resolves the business problem. Define the specific business objectives of the project
that correlate to the strategic initiatives or issues identified in the Commonwealth or
Agency Strategic Plan. The project business objectives should reflect the desired
result(s) produced by the project that answers or resolves the stated business problem.
Every business objective must relate to at least one initiative or issue and every
initiative or issue cited must relate to at least one project business objective. During
the planning phase, the objectives serve as a foundation for development of project
performance measures known as measures of success.
3. Core Business Activity Impacted – Core Business Activities are agency defined
cross-functional processes that produce the agency's primary products and services, or
support the production of the products or services. List the Core Business Activities
impacted by the project and identify the impact.
4. Constraints - Constraints are those things that by their nature restrict choice. Identify
constraints that will influence the selection of a solution to resolve the stated business
problem. Constraints can include but are not limited to: time, funding, personnel,
facilities, and management limitations.
C. Project Description – Describe the project approach, the specific solution, customer(s) served, and expected benefits. The approach is the overall strategy for solving the business problem. The solution should identify in specific terms how the project is accomplished and include information about the general timing and cost of major procurements or purchases. If the Project Analysis Worksheet was completed, the Preliminary Project Description (Section C) and the Recommendation (Section G) on the worksheet provide information to support development of the project description.
D. Strategic Justification - Identify how the project is consistent with the Commonwealth and Agency Strategic Plan or IT Strategic Plan. If the project is not consistent, explain why the project is being proposed. Answer the questions below in the space provided on the form. Attach detailed explanations and analysis as appendices.
1. Briefly, describe how this project supports or is consistent with the Commonwealth
of Virginia Strategic Plan for Technology. - Cite the specific initiative in the plan
supported by the project. If it does not support the Commonwealth of Virginia
Strategic Plan for Technology, explain why this project proposal is being submitted. 2. Explain where and how this project is identified in the Agency IT Strategic Plan
most recently approved by The Secretary of Technology. - Cite the specific
reference in the plan where the project is identified. If it is not identified, explain
why this project proposal is being submitted.
3. Briefly, describe how the planned solution complies with Commonwealth
Enterprise Architecture Standards. - If it does not comply with the Commonwealth
Project Proposal Instructions
Enterprise Architecture Standards, explain why this project proposal is being
submitted. If it does not comply with the Commonwealth Enterprise Architecture
Standards, explain why this project proposal is being submitted, and identify which
Commonwealth Enterprise Architecture Standard(s) are not being met.
E. Estimated Project Development Schedule (Major Milestones) - Identify the estimated
start date and duration of major project activities or milestones such as when the project will be chartered, when the detailed project plan will be completed, when the project will be started, when the project will be completed, and when the project is expected to be closed out.
F. Financial Estimate – The assets used or consumed during the execution of the project are identified in this section. Resources include funding, personnel, facilities, software tools, equipment, and customer support. Additionally, this section provides economic justification for the project. The completed budget tables identify estimated funding and expenditures required for this project as well as funding requirements to operate or maintain the asset(s) developed by the project.
1. Cost Benefit Analysis Summary - Answer the following questions in the spaces
provided. Attach detailed analysis as appendices.
a) Summarize the results of the Cost Benefit Analysis (Attach Cost Benefit Analysis
as Appendix A). Explain how the monetary and non-monetary benefits validate
the expenditure of resources for this project.
b) Summarize the results of the Return on Investment Analysis (Attach detailed
Return on Investment Analysis as Appendix B). If the project return on
investment does not have a positive expected ROI, explain why this project
proposal is being submitted.
2. Estimate of Execution Expenditures and Funding - Provide an estimate of project
expenditures and funding for each fiscal year in the tables provided. The categories
provided include internal staff labor costs and an allocation for contingencies
(specifically risk mitigation). Internal staff labor costs include the salaries and
benefits of employees assigned at least part time to the project. The Comments
column is provided for additional explanation or clarification of estimated values. 3. Estimate of Operations Expenditures and Funding - Provide an estimate of
expenditures and funding for operations and maintenance of the asset(s) delivered
upon project completion. The estimate should span the anticipated life of the asset.
The categories provided include internal staff labor cost and an allocation for
contingencies (specifically risk mitigation). Internal staff labor costs include the
salaries and benefits of employees assigned at least part time to the project. The
Comments column is provided for additional explanation or clarification of estimated
G. Project Risk – Use the preliminary risk analysis worksheet to develop this information and attach it as Appendix C. Circle the appropriate risk level and record the risk score for each risk item. At the bottom, provide the Total Risk Score. The preliminary risk analysis worksheet identifies the specific numerical score for each category with a risk level.
Project Proposal Instructions
H. Approvals – The project sponsor and Agency Head approve the proposal. If the Agency
Head’s signature is the only one present, the Agency Head is assumed to also be the